Administrative Officer Partnerships and Impact Directorate
Department: Partnerships & Impact Directorate
Posting title: Administrative Officer Partnerships and Impact Directorate
Job opening ID: 147
Designation: Administrative Officer
Job Summary:
Responsible for delivering consistently high-quality administration for Partnerships & Impact Directorate activities.
Deadline : 16th Feb 2015
Number of positions: 1
Job type: Full time
Location: Nairobi
Country :Kenya
Posted on: 01/30/2015
Job Category: Nationally Recruited Staff
Roles and responsibilities
General Administration
Support and coordinate major partnerships events promoting ICRAF's research and development agenda
Support the Assistant Director General-Partnerships & Impact (ADG-P&ID) in the management of calendar, budget and meeting support
Schedule and manage partners’ visits to the ADG-P&ID
In consultation with HRU, prepare contracts of employment for both regular and other staff in the P&ID
Oversee office operations to ensure a smooth workflow. Liaise with the operations units of ICRAF for various support services as required
Supports operations by planning, organizing, and implementing administrative systems.Programme Administration
Oversee and manage the capital assets of the ADG-P&ID
Coordinate weekly and Directorate quarterly meetings
Organize SD/Regions consultative meetings as required
Archive records and documents pertinent to the work of the partners in the Directorate
Ensure that information disseminated is complete, accurate, on time and logical.Workshops & Travel
Provide a leadership role in organizing logistics for workshops, meetings, and events and taking minutes of meetings
Handle travel bookings, requests and expense claims for P&ID staff in liaison with the ICRAF travel office and finance unit
Make payments and account for workshop expenses
Book meeting facilitiesSupport to Board of Trustee (BoT) Committees and Secretariat
Support the compilation of Nominations committee recommendations, decisions, action and follow up with the BoT Secretariat
Correspondence and rescheduling of all nominations committee activitiesSupport management of partnerships and partners
Communication, agreements, database, hosted institutions, other records
Links with ICRAF Alumni Association
Follow through on partnership audit recommendations
Support staff of units (SDLs, RCs etc.), seeking partnership contacts
Support Communications Consultant and Program Officer in preparation of articles for publication on P&ID website and Transformations to increase P&ID visibility
Follow up on regional requests for approvals for MoUs and other partnership agreements
Solicit information from other units, SDs, regions for sharing with partnersSkill set
Bachelor of Business Administration/Social Degree or relevant degree
A Post-graduate Diploma in Project Management will be an added advantage.
At least three (3) years of relevant project/administrative work experience in a closely related field gained from an international organisation.
Good understanding of budgeting and financial management procedures
Ability to write in a clear and concise manner and to communicate effectively orally
Proficient in following up issues and meeting resolutions
Proficient in taking notes and minutes
Proficiency in database applications and MS Office suite
Exceptional attention to detail
Team player and good interpersonal skills
Ability to work in a multi-cultural environment.Duty station: Nairobi, Kenya
For more information and job application details, see; Administrative Officer Partnerships and Impact Directorate